Administrative Assistant Jobs

The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks. A strong ability to take charge and provide basic clerical and administrative support will ensure your success in this multi-faceted role.

Responsibilities

• Providing the following accounting support duties: (i) accurately tracking and logging Certified Payroll and Certificates of Insurance (COI); and (ii) reviewing all subcontractor invoices to ensure that the Company has a current and valid COI, lien waivers and review supporting documents on file and that all Certified Payrolls have been submitted and are in good order.
• Processing of invoices and statements in TimberScan
• Assist in Accounting duties as needed
• Providing the following clerical duties: (i) maintaining accurate contact information on all vendors and suppliers; (ii) maintaining accurate, organized and up-to-date files for the administrative office of the company; (iii) maintaining a daily schedule for all office personnel, including whether individuals are “in” or “out” of the office; (iv) maintaining all office equipment (e.g., the postage machine, copy machine, fax machine) and scheduling maintenance support when needed and required; (vi) notarizing documents; (vii) effectively maintaining the necessary stock of office supplies.; (viii) collecting, sorting, distributing all incoming mail and packages; and (ix) preparing all out-going mail and packages including ensuring proper posting and delivery method.
• Welcoming persons entering the Company; routing visitors to the appropriate individual(s).
• Operating the Company’s master telephone station to timely and politely answer, screen and route calls to the appropriate individual(s) or their voicemail; providing general information to the public.

Qualifications

• Capability to read, comprehend and write simple instructions, short correspondence and memos to communicate effectively with coworkers.
• Ability to multitask and problem-solve
• Ability to effectively present information verbally in one-on-one and small group situations with coworkers.
• High School Diploma or equivalent
• One (1) year of related experience and/or training
• Strong interpersonal, customer service and communication skills
• Knowledge of administrative and clerical procedures and systems, such as word processing